Prism Manpower Services

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Administration Executive Mumbai (Immediately)

4 Years


Job Description

Facility Management:

- Daily round of the premises
- Rectifications of issues with regards to facility
- Updation of snag list on weekly basis
- Stock verification, updation and procurements
- Overlook on Security and Housekeeping work on daily basis.
- Allocation of extra work to security and housekeeping when required
- Handling visitor and VIP guest snack, lunch or dinner requirement,
- Daily round of conference room prior to schedule meetings as per its requirement.
- Ensure that no zero stock situations are created in office.
- Ensure that all carpentry, plumbing and electrical work is complete when required.
- Ensure that the shortage of (contracted staff) manpower does not cause any disruption in day to day work
- Ensure that the housekeeping staff /facility management team works as per their rosters.
- Data Management:

- Updation of pantry, stationery and housekeeping material on daily basis in excel sheet.
- Overview of transport MIS on monthly basis
- Overview of calls MIS report of reception on monthly basis
- Preparing Provision report on monthly basis.
- Maintaining petty cash expenses report on monthly basis.
- Invoice tracker - Data entry, verification and submission of all location and HO vendors bills on daily basis.
- Updation of AMC tracker as per vendor contract dates
- Tracking of printing and stationery stock
- Administrative cost sheet on monthly basis.
- Photocopier usage tracker updation on daily basis.
- Ensure the contract file
- Travel Desk

- Overview on all travel booking (air, rail, bus and car booking) done from reception.
- Verification of excel sheet maintained by receptionist on weekly basis.
- Travel desk handed in absence of receptionist. (Flight/rail/bus, car and hotel booking)
- Hotel/Air/car booking done for VIP guests and senior most employees.
- Verify whether booking is done as per travel policy.
- Tie up with hotels in Pan India, negotiation, renewal and updation in excel.
- Checking of service level of all vendors (Air, Bus, rail, car and hotel booking vendors)
- Co-ordiantion with location admin team for booking car locally when needed.
- Vendor Management

- Ensure that all AMC are renewed on time.
- Ensure that service level of all the vendors is proper and as desired by the company.
- Ensure that proper quotation and comparison is done before introducing new vendor on board.
- Negotiation with vendors on rate and service when required.
- Ensure that the contracts are signed with the service vendors as per entities.
- Ensure that the vendor bill are booked on time and submitted to finance team as per the process defined by finance
- Follow up with all locations for submission of proper bills on monthly basis with proper supporting and approvals
- Follow up with all locations for submission of petty cash statement as per process defined by finance.
- Coordination with location admin and finance for vendor payments.
- Ensure that the expenses are in control for all locations, HO and take necessary action on same when required.
- Other activities:

- Ensure that the arrangements for extra events in and out side the office are conducted in smooth manner.
- For any outs side meeting, training or events proper location is identified.
- Post identification of location, vendor and venue to be identified.
- Proper comparison between minimum 3 vendors to be done with negotiation when required.
- Selection of venue post approval of budget.
- Ensure that all required arrangement is done on time for respective events.
- Ensure day to day query of employees with regards to courier, pantry, facility etc are closed on same or next day through mail, calls or personal attention.
- Ensure that inward and outward courier tracker is maintained properly and documents are handed over to respective staff by dispatch team.
- Handle inward and outward courier queries in absence of receptionist.
- Handle inward and outward courier queries if not handled or replied as per time line by receptionist.
- Handle escalation with regards to courier vendor service.
- Ensure that the courier, stationery and other cost is low.
- Ensure that access cards and photo identification card from company is been issued to all new joinees post data from HR.
- Ensure that business cards are printed as per the requestors requirement post approval from their manager or HOD.
- Ensure that company stationery like letter heads, window and non window envelopes, continuation sheets are printed, stocked, maintained and distributed to appropriate department as per their requirement (post approval)
- Ensure that the expenses are billed to appropriate department and proper summary report is attached to all vendors bills
- Coordinate and support all locations with regards to admin work.

Salary 2 Lac To 6 Lac P.A.
Industry HR / Recruitment / Administration / IR
Work Experience 4 Years
Qualification Advanced/Higher Diploma, Professional Degree, Other Bachelor Degree, B.A, B.Com

Key Skills

Administration Incharge

Company Profile

Company Name

Prism Manpower Services

About Company Prism Manpower Services is the fastest growing placement cum recruitment company in India specialized service in Staff services pan India. Planning to give services to top Fortune 500 Companies.
Email ID

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